Invoice Report

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Understanding the Filters

   

At the top of the Invoice Reports view, you'll find several filters to help you narrow down the invoice data displayed:

   
           
  • All Invoice Numbers: This dropdown allows you to filter by specific invoice numbers if needed. Leaving it as "All Invoice Numbers" will display all invoices.
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  • Job ID: You can filter invoices associated with a specific Job ID by entering it here.
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  • All Companies: This dropdown allows you to filter invoices by specific companies if your system manages invoices for multiple entities. "All Companies" will show invoices across all entities.
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  • All Credit Terms: This dropdown enables you to filter invoices based on their credit terms (e.g., Net 30, Due on Receipt). "All Credit Terms" will include invoices with all types of terms.
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  • All Sent Status: This dropdown allows you to filter invoices based on their sent status (e.g., Sent, Not Sent). "All Sent Status" will include invoices regardless of their sent status.
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  • Start: Use the calendar icon or manual entry to specify the beginning date for the invoice date range you want to view (in this case, 24/04/2024).
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  • End: Use the calendar icon or manual entry to specify the ending date for the invoice date range you want to view (in this case, 24/04/2025).
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  • All Assignees: This dropdown allows you to filter invoices based on the assignee (the user responsible for the invoice). "All Assignees" will show invoices assigned to all users.
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  • All Entries: This dropdown might offer additional filtering options based on other invoice attributes. "All Entries" will typically show all matching invoices.
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  • CSV Export: Click this button to export the currently filtered invoice data into a CSV (Comma Separated Values) file, which can be opened in spreadsheet software like Microsoft Excel or Google Sheets.
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  • Search: Enter keywords (like customer name, address, or invoice number) and click "Search" to find specific invoices.
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  • Settings: This button may provide access to customize the columns displayed in the report or other report settings.
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Understanding the Columns

   

The Invoice Reports table displays the following information for each invoice:

   
           
  • ID: A unique identification number for the invoice.
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  • : This column may contain icons indicating the status of the invoice (e.g., paid, overdue) or actions available. Hovering over these icons might provide more information.
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  • Invoice Number: The unique number assigned to the invoice (e.g., 1699, 1700).
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  • Invoice Date: The date the invoice was issued (e.g., 30 Apr 24, 3 May 24).
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  • Amount: The total amount of the invoice.
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  • Balance: The outstanding balance remaining on the invoice.
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  • Number: This column might display a related number, potentially a customer account number or a reference number.
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  • First: The first name of the customer associated with the invoice.
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  • Last / Cust Code: The last name and potentially a customer code associated with the invoice.
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  • Address: The street address of the customer.
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  • Suburb: The suburb of the customer's address.
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  • Editor: The name of the user who last edited the invoice.
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  • Action: This column typically contains icons or buttons that allow you to perform actions on the invoice, such as:            
                     
    • View/Edit: An icon to open and view or edit the invoice details.
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    • SMS: An option to send an SMS message related to the invoice (if configured).
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    • Email: An option to email the invoice to the customer (if configured).
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Navigating and Using Invoice Reports

   
           
  • Filtering: Utilize the dropdown menus and date pickers at the top to filter the invoices based on various criteria to find the specific information you need.
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  • Sorting: You can usually click on the column headers (e.g., "Invoice Date", "Amount", "Balance") to sort the invoices in ascending or descending order based on that column.
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  • Pagination: If there are more invoices than can be displayed on a single page, you'll see navigation controls (like "<< Start", "< Previous", page numbers, "Next >", "End >>") to move through the different pages of invoices. The display also indicates the current range of items being shown (e.g., "Previous (0 - 21) of 52 Next").
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  • Searching: Use the search bar to quickly find invoices based on specific keywords.
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  • Exporting: Click the "CSV Export" button to download the filtered data for offline analysis or reporting.
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  • Taking Actions: Use the icons in the "Action" column to view, edit, or communicate regarding individual invoices.
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Key Benefits of Using Invoice Reports

   
       
               
  • Financial Overview: Provides a clear picture of your issued invoices, their amounts, and outstanding balances.
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  • Improved Tracking: Helps you monitor the status of your invoices and identify overdue payments.
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  • Data Analysis: Allows you to filter and export invoice data for financial analysis and reporting.
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  • Efficient Management: Enables you to quickly find specific invoices and take necessary actions.
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  • Customer Insights: Helps you understand invoicing patterns for different customers.
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Updated: 24 April 2025

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